Print Dash — Purchases Module User Guide

Audience: Purchasing staff, warehouse receivers, accounts payable (manager panel)
Version: 1.0.0 · Date: 2026-05-31
Language: English — العربية

1. Overview

The Purchases area manages supplier → purchase order → warehouse receipt → purchase invoice → payment.

Typical tasks:

• Maintain suppliers
• Create purchase orders and record what arrived
• Receive goods into a warehouse (updates inventory)
• Enter purchase invoices and pay suppliers
• Handle debit notes and returns when amounts or goods change

Unlike Sales, there is no quote step — you start with a purchase order.

Receiving and return processing often run in the background. Allow a short time for stock quantities to update after those actions.

2. Suppliers

Open Purchases → Suppliers.

• Add or edit supplier name, contact, and billing details.
• On the supplier view page you may manage items linked to that supplier (catalog / preferred items), if your shop uses this.
• With Reporting enabled, managers may open a supplier account statement from the supplier screen.

Tip: Create the supplier before the first purchase order.

3. Purchase orders

Open Purchases → Purchase Orders.

Creating a PO

1. Click Create.
2. Select Supplier, dates, and header fields.
3. On the PO view page, add items with order quantity and unit price.
4. Save and move the order through your internal workflow (e.g. send to supplier).

PO statuses

Received quantity on lines

For each line you track:

• Order quantity — what you ordered
• Received quantity — what has actually arrived (can be updated in steps)

Use line actions to receive partial quantities when shipments arrive in multiple deliveries. The total received cannot exceed the ordered quantity on a line.

4. Receive in warehouse

When physical goods arrive:

1. Open the purchase order and ensure received quantity is entered on lines (greater than zero in total).
2. Click Receive in Warehouse (you need permission).
3. Choose the warehouse where stock will be stored.
4. Confirm.

What happens:

• The PO status becomes Received right away.
• A background job adds stock to inventory (purchase receipt, FIFO layers).
• You receive a notification that processing has started.

Receive in Warehouse is disabled if no line has received quantity yet.

You need a queue worker running on the server for stock to update (ask your administrator).

5. Purchase invoices

Open Purchases → Purchase Invoices.

Creating an invoice

• From a purchase order: use Create Invoice to bill uninvoiced quantities only (supports multiple invoices per PO).
• Or create an invoice manually and add lines.

Invoice statuses

On the invoice view

• Invoice items — products and amounts (usually locked after paid/partially paid).
• Payment allocations — which payments were applied.
• Debit allocations — which debit notes reduced the balance.

6. Purchase payments

Open Purchases → Purchase Payments.

1. Create a payment: supplier, date, amount, reference.
2. Allocate to one or more open purchase invoices.
3. Total allocated cannot exceed the payment amount.
4. Each allocation cannot exceed that invoice’s open balance.

Invoice status updates to Partially Paid or Paid after allocations.

7. Debit notes

Open Purchases → Debit Notes.

Debit notes reduce what you owe the supplier on invoices. They do not remove stock.

1. Create a debit note for the supplier (optionally link a purchase return).
2. Add debit note lines.
3. Allocate to open purchase invoices.

Use a purchase return when goods go back to the supplier and stock must decrease.

8. Purchase returns on an invoice

Open Purchase Invoice → Purchase Returns tab.

1. Create a return on the invoice.
2. Add lines (items, quantities). Set warehouse when required.
3. Progress status: Pending → Approved (if your process uses it).
4. Set Completed when goods leave your warehouse back to the supplier.

Completed triggers background processing: stock is removed (supplier return movement).

You need manage returns permission on purchase invoices.

9. Permissions

Ask your administrator if an action is missing. Common areas:

10. Quick reference

For stock layers and movements, see the Inventory user guide.